How to Create and Apply Credits in Workshop Software

Credits allow you to record refunds or hold a balance on a customer or supplier account that can be applied to future invoices. This guide covers both customer credits (refunds and account credits) and supplier credits.

Understanding Credits

On a customer profile, you will see two key values at the top: Unapplied Credits (credit balance held for the customer) and Account Balance (the amount they owe on processed invoices). Credits can either be refunded immediately or held on the account to offset future invoices.

Creating a Customer Credit — Refund (Cash)

  1. Press the Lightning Bolt icon and select Customer Invoice.
  2. Select the Customer and their Vehicle.
  3. Change the Invoice Type to Credit.
  4. Set the Account Type to Cash (Cash on Delivery) — this means you are giving the money back immediately.
  5. Add the product lines being credited. Leave the quantity as positive — the system knows it is a credit because the invoice type is set to Credit.
  6. Press Process.
  7. Select the Payment Method for the refund (e.g. cash, card, EFT).
  8. The refund is complete. No further action is needed.

Creating a Customer Credit — Held on Account

  1. Press the Lightning Bolt icon and select Customer Invoice.
  2. Select the Customer and their Vehicle.
  3. Change the Invoice Type to Credit.
  4. Set the Account Type to Account — this holds the credit on the customer’s profile instead of refunding it.
  5. Add the product lines and confirm pricing.
  6. Press Process.
  7. The credit now appears as Unapplied Credit on the customer’s profile.

Applying a Customer Credit to an Invoice

  1. Go to Actions > Customer Payment.
  2. Type the customer’s name.
  3. Under Available Credit, press Apply.
  4. Select which credit(s) to apply.
  5. Press the Magnifying Glass to search for unpaid invoices. Select the invoice to apply the credit against.
  6. Enter the Applied Amount — enter the full credit amount to zero it out, or a partial amount.
  7. Press Apply.

Note: Credits can only be applied to invoices processed as Account type. You cannot apply a credit to an invoice processed as Cash.

Creating a Supplier Credit

  1. Go to Actions > Supplier Invoice.
  2. Enter the supplier name and a reference number.
  3. Change the Invoice Type to Credit.
  4. Enter the credit details (products and amounts).
  5. Press Process.

Applying a Supplier Credit

  1. Go to Actions > Supplier Payment.
  2. Type the supplier name.
  3. Press Apply next to Available Credit.
  4. Select which credit to apply.
  5. Press the Magnifying Glass and select the invoice to apply the credit to.
  6. Enter the amount to apply and press Apply.

Good to Know

  • Credits can only be applied to Account-type invoices, not Cash-type invoices.
  • When creating a credit, leave the quantity as positive — the system handles the credit direction based on the invoice type.
  • Unapplied credits appear at the top of the customer or supplier profile.
  • The supplier credit process works identically to the customer credit process.

FAQ

What is the difference between a refund credit and a held credit?
A refund (Cash type) returns the money to the customer immediately. A held credit (Account type) stores the balance on their profile to be applied to future invoices.

Can I apply a credit to a Cash-type invoice?
No. Credits can only be applied to invoices that were processed as Account type.

Can I partially apply a credit?
Yes. When applying a credit, you can enter any amount up to the full credit value.

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